Make sure that all pages marked 'REQUIRED' are submitted and filed.

Transcription

1 CONTENTS Table of Contents REQUIRED 1. CONTACT INFO Contact Information REQUIRED 2.a PRIMARY ACCOUNT Primary Account Reconciliation REQUIRED 2.b SECONDARY ACCOUNTS Secondary Account Reconciliation REQUIRED IF DATA 3. BALANCE Comparative Balance Statement REQUIRED 4. INCOME Income Statement REQUIRED 5.a ASSET DTL Asset Detail REQUIRED IF DATA 5.b LIABILITY DTL Liability Detail REQUIRED IF DATA 9. TRANSFER IN Transfer Income Detail REQUIRED IF DATA 10. TRANSFER OUT Transfer Expense Detail REQUIRED IF DATA 11.a INCOME DTL Income Detail Part 1 REQUIRED IF DATA 11.b INCOME DTL Income Detail Part 2 REQUIRED IF DATA 11.c INCOME DTL Income Detail Part 3 REQUIRED IF DATA 12.a EXPENSE DTL Expense Detail Part 1 REQUIRED IF DATA 12.b EXPENSE DTL Expense Detail Part 2 REQUIRED IF DATA 13. FINANCE COMM Financial Committee Information REQUIRED IF DATA 14. FUNDS Dedicated Fund List REQUIRED IF DATA COMMENTS Comments REQUIRED IF DATA ADDITIONAL WORKSHEETS FREE FORM Unlocked Worksheet for other information (ledgers, etc.) Make sure that all pages marked 'REQUIRED' are submitted and filed.

2 CHANCELLOR OF THE EXCHEQUER CONTACT INFORMATION Warrant End Date: Legal Name: Street Address: City: Home Telephone: Internet or Address (Required if available): SCA Name: PO Box/Address: City: State or Province: Alternate Phone: Mailing address (IF NOT THE SAME AS ABOVE): State or Province: Zip or Postal Code: Membership #: Exp. Date: Zip or Postal Code: Legal Name: Street Address: City: Home Telephone: Internet or Address (Required if available): SCA Name: Deputy for: State or Province: Alternate Phone: Zip or Postal Code: Membership #: Exp. Date: Legal Name: Street Address: City: Home Telephone: Internet or Address (Required if available): SCA Name: Deputy for: State or Province: Alternate Phone: Zip or Postal Code: Membership #: Exp. Date: -1-

3 PRIMARY ACCOUNT RECONCILIATION Complete this form for the primary bank account held and managed by this Society branch or office. Attach a copy of the bank statement which includes ending date of period. Kingdoms may require more information to be attached. If your branch has funds but does not keep them in a bank account, use the Comment page to explain how the funds are managed. Bank Name: Bank Account Title: Bank Account Type : Bank Account Number : Bank Branch Phone Number and Name of Contact: 1. Balance from bank statement at end of period Deposit Date of Deposit Bank's Signature Requirement: Statement Ending Date: Deposit Date USD $ of Deposit 2. Deposits not cleared on statement TOTAL Check Number Date Check Check Number Date Check 3. Checks not cleared on statement TOTAL 4. Adjusted ACCOUNT Balance (Line 1 + Line 2 - Line 3) 5. Ending LEDGER or REGISTER Balance 6. Does this account earn interest? (YES or NO) NO: add line 5 to Pg. 3 Line I.a.(End) YES: add line 5 to Pg. 3 Line I.b.(End) All Persons below are on the signature card as of (date): Title Legal Name (Print) Address Member # / Exp mm/yyyy 0 0 Exchequer Jan/1900 Branch accounts must include the exchequer and the Kingdom exchequer (or their designate) as signatories. Sign: Seneschal: Exchequer: Date: -2a-

4 SECONDARY ACCOUNTS RECONCILIATION - OVERFLOW Complete one column for each secondary bank account held and managed by this Society branch or office. Fill in all information for the data to pass on to the Balance Sheet. Attach copies of the bank statements which include ending date of period and reconciliation for each account. Kingdoms may require more information to be attached. Bank Name Account Number Bank's Signature Req: Account Type Interest Bearing? Statement End Date A: Statement Ending Balance B: Total Deposits not credited C: Total Withdrawals not cleared Non-Interest Bearing Adjusted Bank Balance (A + B - C) Interest Bearing Adjusted Bank Balance (A + B - C) Ending Balance in Register/Ledger Legal Name Member # Expiration mm/yyyy Legal Name Member # Expiration mm/yyyy Legal Name Member # Expiration mm/yyyy Legal Name Member # Expiration mm/yyyy Legal Name Member # Expiration mm/yyyy Legal Name Member # Expiration mm/yyyy ENDING BALANCES SIGNATORIES -2b- ** ** A B C Pg. 1 I.a Pg. 1 I.b USD $

5 COMPARATIVE BALANCE STATEMENT For Cumulative Quarterly Reports, use last year's Comparative Balance Sheet (End) amounts for the (Start) amounts. For Sequential Quarterly Reports, use last report's Comparative Balance Sheet (End) amounts for the (Start) amounts. For Year-end Reports, the (Start) numbers will be provided to you by the Kingdom Exchequer. The numbers may have changed from what was submitted last year because of transfer reconciliation between your account and other accounts. The Year-end Report must be signed by the person preparing the report. (START) FIGURES MAY NOT BE CHANGED UNDER ANY CIRCUMSTANCES! USD $ USD $ I. ASSETS (from page) Start End Diff a) Undeposited and Non-Interest Bearing Cash (2,5a) b) Cash Earning Interest (2) c) Receivables (5a) d) Inventory For Sale (Major Inventory) (6) e) Regalia & Non-Depreciated Equipment (7) f) Depreciated Equipment (8) g) MINUS Accumulated Depreciation (8) h) Prepaid Expenses (5a) i) Other Assets (5a) Add a through f, subtract g, j) TOTAL ASSETS then add h and i II. LIABILITIES a) Newsletter Subscriptions Due b) Deferred Revenue c) Payables d) Other Liabilities e) TOTAL LIABILITIES Add a through d III. NET WORTH Proof: Change in Net Worth III(End) - III(Start) (A) (15) (5b) (5b) (5b) Line I.i minus Line II.d (A = B)? If NO, the report is incomplete. Net Income Income Statement Line 32 (B) Legal Names: Print Sign Exchequer: Date: Seneschal: Date: Signatures below certify that the information on this report is correct and complete to the best of their knowledge. -3-

6 INCOME STATEMENT INCOME (from page) Gross Cost 1a Fund Raising: Non-medieval activities to earn (11a) INTERNAL 1b income (raffles, car washes, bake sales, etc.) (11a) EXTERNAL 2 Direct Contributions/Donations: No activity (11a) 3a Activity Related: Medieval activities to earn income (11a) Income from Demos and Activity Fees 3b (events, demos, heraldry fees) (11b) Adjusted Gross Event Income 4a (9) WITHIN KINGDOM Funds Transferred In from Another SCA Account 4b (9) OUTSIDE KINGDOM 5 6 Interest Earned Net Inventory Sales Income (6) Gross-Cost=Net 7 Other Sales Income (7) 8 Adjusted Gross Newsletter Income (15) 9 Net Advertising Income (11b) Gross-Cost=Net 10 Other Income (11b) 11 TOTAL GROSS INCOME (Sum of Lines 1 through 9) SCA, Inc. Stock Clerk expenses are General Supplies! EXPENSES (from page) Office & Admin. Activity Related Fund Raising Total 12 Advertising (NON-SCA) (12a) 13 Bad Debts (12a) 14 Bank Service Charges 15 Depreciation (8) 16 Equipment Rental & Maintenance 17 Fees & Honoraria (12a) 18 Food 19 General Supplies 20 Insurance (NON-SCA) (12b) 21 Occupancy & Site Charges 22 Postage & Shipping, PO Box Rental 23 Printing & Publications 24 Released Equipment (7) 25 Telephone 26 Travel (Gas, Tolls, Airfare) 27 SUB-TOTAL (Lines 12-26) 28 Other Expenses (12b) 29 Donations to Other 501(c)(3) [Nonprofit] Organizations (12b) 30a WITHIN KINGDOM (10) Funds Transferred Out to Another SCA Account 30b OUTSIDE KINGDOM (10) 31 TOTAL EXPENSES (Line 27 TOTAL + Lines 28 to 30b) 32 NET INCOME (MUST MATCH Change in Net Worth) (Line 11 Minus Line 31) Legal Names: Print Sign Exchequer: Seneschal: -4- Date: Date: USD $

7 ASSET DETAIL WORKSHEET Undeposited funds are cash or checks not yet deposited into an account, and the amount of any temporary cash funds that may exist. Enter the total amount below with the reason it is not in a bank. Also enter any undeposited transfer checks written in prior year. 4th quarter only: Also enter any undeposited transfer checks written in prior year. UNDEPOSITED FUNDS AND LATE-ARRIVING TRANSFER CHECKS Sending Branch or Reason Sending Branch or Reason Add TOTAL to Pg. 3 I.a (End) Receivables are funds that are due to the SCA, Inc. from third parties through already established obligations. Examples include: Unresolved cash advances, returned checks and bank fees, etc. RECEIVABLES: Owed From Reason Prior Current TOTAL Show on Pg. 3 I.c (Start) Pg. 3 I.c (End) Prepaid expenses are any expenses that we have paid for in advance, such as site deposits or down payments, that will be used toward the final payment. We are still owed the product or service for which that payment is related, or a refund. PREPAID EXPENSES: Description Prior Current Show on Pg. 3 I.h (Start) Pg. 3 I.h (End) Other assets are any assets that do not fall into any other category. An example is a site security deposit which will be returned after the event has occurred and the site is inspected. OTHER ASSETS: Description Prior Current Show on Pg. 3 I.i (Start) -5a- Pg. 3 I.i (End)

8 LIABILITY DETAIL WORKSHEET Deferred Revenue is event income that has been collected before the end of the period for an event that will occur after the end of the period. For the report before the event, enter the name of the event, and any event income collected as the current amount. For the report after the event, move the amount to the prior amount and zero out the current amount for that event. For example, Alabaster Alley's 12th night event accepts reservations in December. Any funds received in December would be reported as Current Deferred Revenue on the 4th quarter report, and Prior Deferred Revenue on the 1st quarter report next year. DEFERRED REVENUE: Event Prior Current TOTAL Show on Pg. 3 II.b (Start) Pg. 3 II.b (End) Payables are any funds owed to a third party that have not yet been paid. An example is a reimbursement for receipts submitted, but a check has not yet been written. PAYABLES: Owed To Reason Prior Current TOTAL Show on Pg. 3 II.c(Start) Pg. 3 II.c (End) Other Liabilities are any other funds that are owed that do not fall into any other category. OTHER LIABILITIES: Owed To Reason Prior Current TOTAL Show on Pg. 3 II.d (Start) Pg. 3 II.d (End) -5b-

9 SCA FUNDS TRANSFERRED DETAIL - IN NEW: FUNDS RECEIVED FROM PayPal GET REPORTED ON 11.b INCOME DTL!!! Funds transferred from another SCA account within the Kingdom and in the same country : WITHIN THE KINGDOM Check # Check Date Show TOTAL on Pg. 4 Line 4a Funds transferred from another SCA account outside of the Kingdom and in the same country : OUTSIDE THE KINGDOM Check # Check Date Kingdom and Branch or Account -9- Show TOTAL on Pg. 4 Line 4b

10 SCA FUNDS TRANSFERRED DETAIL - OUT Funds transferred to another SCA account within the Kingdom and in the same country : WITHIN THE KINGDOM Check # Check Date Show TOTAL on Pg. 4 Line 30a Funds transferred to another SCA account outside of the Kingdom and in the same country : (A) THE CORPORATE OFFICE OR OFFICER Check # Check Date Office and Reason (B) OUTSIDE THE KINGDOM, SAME COUNTRY Kingdom and Branch or Account TOTAL (A) Check # Check Date TOTAL (B) TOTAL TRANSFERS TO OUTSIDE THE KINGDOM: [(A)+(B)] Show on Pg. 4 Line 30b -10-

11 INCOME DETAIL PART 1 1a. FUNDRAISING INCOME (INTERNAL) Event Activity at the event Show TOTAL on Pg. 4 Line 1a 1b. FUNDRAISING INCOME (EXTERNAL) Place Activity Transfers in from foreign branches (except PayPal) go under a) below! Show TOTAL on Pg. 4 Line 1b 2. DIRECT CONTRIBUTIONS a) Donations received without consideration - List each transaction on INCOME_DTL_11c Worksheet Show TOTAL on Pg. 4 Line 2 3a. INCOME FROM DEMOS AND ACTIVITY FEES From Activity -11a- Show TOTAL on Pg. 4 Line 3a

12 INCOME DETAIL PART 2 3b. ADJUSTED GROSS EVENT INCOME Event Name PayPal Income: Event Name (A) Gross Gate Income (+ NMS) (A) PayPal Income (B) Total Refunds TOTAL (A) (B) Total Refunds (A-B) Adj. Gross Income (A-B) Adj. Gross Income TOTAL (B) Show TOTAL [(A)+(B)] on Pg. 4 Line 3b 7. NET ADVERTISING INCOME Publication/Issue/Event 10. OTHER INCOME Description (A) Gross Income (B) Advertising Cost (A-B) Net Income Show TOTALS on Pg. 4 Line 9 CONTACT YOUR KINGDOM EXCHEQUER BEFORE USING THIS SECTION! Use this section now for stale checks, recovered bad debts from previous end-of-year reports. These are not to be listed as donations. Show TOTAL on Pg. 4 Line 10-11b-

13 INCOME DETAIL PART 3 2a. DONATIONS - NON SCA - Received without consideration (Money from other organizations other than SCA, Inc. Name of Organization or Individual Reason Date Received Show TOTAL on Pg. 4 Line 1a 2b. DONATIONS - SCA RELATED - Money received from either SCA, Inc if your group is a subsidiary or if your receiving money from a subsidiary if your group is part of SCA, INC. Group Name and Kingdom Reason Check # Check Date Show TOTAL on Pg. 4 Line 1b -11c-

14 EXPENSE DETAIL PART 1 Remember to select the category in the far left column. OA, 12. ADVERTISING (NON-SCA) AR or FR Organization or Periodical (Not a kingdom newsletter) and date ad was published Show TOTAL on Pg. 4 Line 12 OA, AR or FR 13. BAD DEBTS Organization or Person Reason Show TOTAL on Pg. 4 Line 13 OA, AR or FR Transfers to SCA, Inc. for Insurance go here! 17. FEES & HONORARIA Organization or Person Service Provided -12a- Show TOTAL on Pg. 4 Line 17

15 EXPENSE DETAIL PART INSURANCE (NON-SCA) Organization or Person AR AR AR AR Check # Check Date Show TOTAL on Pg. 4 Line OTHER EXPENSES: Reason CONTACT YOUR KINGDOM EXCHEQUER BEFORE USING THIS SECTION! Paid to Show TOTAL on Pg. 4 Line DONATIONS TO SCA, Inc. SUBSIDIARIES AND OTHER 501(c)(3) [NONPROFIT] ORGANIZATIONS: Organization Name: Reason Check # Check Date FED ID Number Society for Creative Anachronism, Inc. (California) b- Show TOTAL on Pg. 4 Line 29

16 FINANCIAL COMMITTEE MEMBERSHIP Mark Only One: Financial Committee consists of Seneschal, Exchequer, and all other paid members in the branch. Financial Committee consists of Seneschal, Exchequer, and all other paid members voting at a meeting. Financial Committee consists of Seneschal, Exchequer, and other specified individuals below. Title Modern Name Membership Expiration SCA Name Number mm/yyyy Seneschal Exchequer -13-

17 DEDICATED FUND LIST Use this form only if you manage multiple funds within your group's accounts. This is a list of all funds and their current balances as of the end date on this report. The total of all funds must equal the total ending cash from the Balance Sheet. Total of lines I.a (End) and I.b (End) on the Comparative Balance Sheet - CASH: Name of Fund Purpose of Fund End-of-Period 1 General Fund All Non-Dedicated Funds TOTAL: -14-

18 COMMENTS

19 EXPENSE DETAIL PART 2 OVERFLOW 29. DONATIONS TO SCA, Inc. SUBSIDIARIES AND OTHER 501 (3) [NONPROFIT] ORGANIZATIONS: Organization Name Reason Check # Check Date FED ID Number Show TOTAL on Pg. 4 Line 29-12c-